Time Clock

V2.1

 

User Manual


TABLE OF CONTENTS

1.       TIME CLOCK.. 1

2.       SOFTWARE INSTALLATION.. 1

3.       SETTING UP THE TIME CLOCK SYSTEM... 1

3.1      Set Password. 1

3.2      Login. 1

3.3      Setup - Auto IN/OUT Time (For PC Based “CLOCK” Reader Only) 1

3.4 Setup - Group Definition. 1

3.5      Setup - Readers. 1

3.6      Web Reporter 1

3.7      Offline Reader 1

4.       CARD MANAGER.. 1

4.1      Add Cards. 1

4.2      Edit Card Information. 1

4.3      Print Cards. 1

4.4      Print Member List 1

5.       DATABASE MANAGEMENT.. 1

5.1      Backup Log Database. 1

5.2      Backup System Database. 1

5.3      Restore Log Database. 1

5.4      Restore System Database. 1

5.5      Export To EXCEL File. 1

5.6      Export To Text File. 1

5.7      Erase Log Database. 1

5.8      Erase Staff Records. 1

5.9      Format Database. 1

5.10              Import Log Records. 1

5.11              Import Staff Records. 1

5.12              Add, Edit or delete records. 1

6.       REPORTS – ATTENDANCE.. 1

6.1      First In / Last Out Attendance Report 1

6.2      Two Sessions Attendance Report 1

7.       REPORTS – PRINTOUTS. 1

7.1      Daily Individual Report 1

7.2      Time Logs Report 1

7.3      Total Hours Report 1

7.4      Total Hours Detail Report 1

7.5      Who’s IN / OUT Report 1

8.       SPREADSHEET.. 1

8.1      First IN / Last OUT Spreadsheet 1

8.2      IN / OUT Pairs Spreadsheet 1

8.3      Time Logs Spreadsheet 1

8.4      IN OUT Pairs Late & Early Leave Spreadsheet 1

 


1. TIME CLOCK

This software is designed exclusively for using with AVEA’s RFID proximity products from AVEA International Company Limited for time recording and attendance.

While presenting an AVEA’s ID card to the reader connecting to the computer with Time clock (Windows), the system will

¨   Stamp the date, time and card ID number into the computer database

¨   Show up the associated picture with the specific ID on the computer screen

¨   Capture the photo of the scene to avoid trick clocking

There are standard reports for attendance or you may export data to MSEXCEL or TEXT format for further data processing like payroll, appraisal, etc.

The system can manage up to 8 readers. Moreover, system for more readers can be ordered separately.

 

Minimum System Requirements:

 

¨   Windows XP or Windows 7

¨   Pentium II 600MHz or faster

¨   256 MB RAM or more

¨   500 MB free hard drive space or more

¨   CDROM drive

¨   Direct X version 8 or above

 


2. SOFTWARE INSTALLATION

To install the Time Clock software, please follow the steps:

¨   Download the Time Clock software from http://avea.cc/sw/tc.zip

¨   Unzip the file

¨   Execute the installer program tclock.msi

¨   Just follow the installation instruction to finish the installation

The detailed installation manual for the Time Clock will be automatically installed into your computer. You can read it by using the Adobe Reader.

 


3. SETTING UP THE TIME CLOCK SYSTEM

The state of most windows of Time clock will be memorized. You may resize the windows according to your specific needs.

To setup the system correctly, you need to connect the AVEA’s reader to the USB or serial ports of the PC. For serial port, it can be standard RS232 serial port (i.e. COM1, COM2) or extended serial ports by USB to serial cables or add-on cards. But the COM port must be 1 to 8. In case the COM port is mapped to higher than COM8 for USB reader, you need to modify it manually to COM8 or below.

3.1  Set Password

The password is used to protect the system from illegal access to the system. Please set a password for the system. If the password is forgotten, there is no way to recover it. And you need to reinstall the software again meanwhile all data and setup will be overwritten.

 

3.2  Login

In order to setup the software and use the features of the software, you need to login. If password is set, you need to enter the correct password to login successfully.


3.3  Setup - Auto IN/OUT Time (For PC Based “CLOCK” Reader Only)

Auto IN/OUT Time is a powerful feature for PC based readers that are setup as TIME CLOCK in “mode of operation” of Reader’s setup (see section 3.6). With this feature, a single PC based reader can be used to collect data for clock IN and clock OUT. Hence, more accurate data can be collected for reporting. (*This feature will not affect the data collected from IN/OUT and offline reader.)


3.4 Setup - Group Definition

Group is used to classify the members. So define the groups before entering the information for Card Information. Each group may have different working hours for report generation.


3.5  Setup - Readers

Setup communication ports that are connected with AVEA’s readers.

 


3.6  Web Reporter

WEB Reporter is a real time cloud attendance logs. It is a powerful feature for browsing your employee’s clock IN clock OUT data anytime and anywhere from your network (LAN or WAN). Various commands are supported to show different types of report.


3.7  Offline Reader

For offline readers with storing capacity only:

3.9.1         CLOCK mode: use offline reader as Standalone TIME CLOCK for time attendance

 

 

3.9.2         IN mode : use offline reader for clocking “IN” only


3.9.3         OUT mode : use offline reader for clocking “OUT” only


4. CARD MANAGER

The card manager is a utility to help the user to create printed member cards for the pictured identification.

 

4.1  Add Cards

 

4.2  Edit Card Information

 

 

 

 

 

4.3  Print Cards

Design and print your own employee cards to use with the ID card.

 

Member Card will be printed according to the information from Print Member Card and the individual Card Information.

 

4.4  Print Member List

 

 


5. DATABASE MANAGEMENT

The attendance record database and the system database can be backup and restored in your system. The attendance record database can also be exported to EXCEL or text file for future use.

5.1  Backup Log Database

Backup all ID card / attendance records to your hard disk for future use. Use this feature as a routine for increasing your data security.

 

5.2  Backup System Database

Backup all system information in Setup (including card information) to your hard disk for future use.

 

5.3  Restore Log Database

Restore the log records from the file of “Backup Log Database”. It will replace and erase all existing log records in Time Clock. Remember to use “Backup Log Database” to backup the log data before “Restore”.

 

5.4  Restore System Database

Restore all card and system information in setup from the file of  “Backup System Database”. The restored file will replace all staff records in card information and system setup. Remember to use “Backup System Database” to backup the data before “Restore”.

 

5.5  Export To EXCEL File

It exports all data from the database to a MSEXCEL file for further use or payroll calculation.

 

 

 

5.6  Export To Text File

Export all attendance records to a text file in chronological order.

5.7  Erase Log Database

Erase all attendance /log records. Remember to use “Backup Log Database” to backup the log data before “Erase”.

 

5.8  Erase Staff Records

Erase all staff records in card information. Remember to use “Backup System Database” to backup the data before “Erase”.

 

5.9  Format Database

Clean up the database. Erase all attendance records and card information. Remember to “Backup Log Database” and “Backup System Database” before “Format Database”.

 

5.10 Import Log Records

It imports the attendance / log records from the backup file of “Log Database” and merges the log database into the local database for reporting. Existing data in Time Clock will not be affected. For example, staffs can clock their time at different locations for attendance control. The head office collects the log databases from branch offices, and then imports / merges them into the head office’s database for reporting.

 

5.11 Import Staff Records

It imports / merges the card information from the backup file of “System Database”. The existing card information will not be affected. And, system settings will not be imported in this mode.

 

5.12 Add, Edit or delete records

By right clicking your attendance record, you may now add, edit or delete your attendance after login.

Add a new attendance record:

Go to the record area, “right click” to enter the edit mode. Select “Add an Attendance Record”.

> Select “Name” for adding > Enter the “Date and Time” and “Reader” information > Click “Add” and Select “OK” to confirm.

 

Edit an attendance record:

Go to the record, “right click” the record to enter the edit mode. Select “Edit this Attendance Record” > Enter the “Date and Time” and “Reader” information > Click “Update” and Select “OK” to confirm.

 


6. REPORTS – ATTENDANCE

The attendance report is generated based on the working hours defined by the user. The attendance records are comparing to the working hours and calculate the late and early leave information.

 

6.1  First In / Last Out Attendance Report

This report would be great for those who use the readers for access control or time recording. It extracts the first and last data (or first IN last OUT data) in a day to calculate the Late, Early Leave and Overtime for selected employees according to the Standard Working Hours and Overtime policy for a specific period of date range.

 

 


 

 


6.2  Two Sessions Attendance Report

It extracts the first four data in a day (or first two data - depend on the working hours’ setup) to calculate the Late, Early Leave and Overtime for selected employees according to the Standard Working Hours and Overtime policy for two sessions. Daily records that less than four times / two times or more than four times / two times in a day may not be included in the calculation. Reminder will be printed on the report.

 

 


7. REPORTS – PRINTOUTS

The reports are generated from the attendance records according to the user selected options.

 

7.1  Daily Individual Report

Report for individual employee status at a specific date.

      

 


7.2  Time Logs Report

Report for all data sorted by name according to selected readers at a specific date range. Number of records and clocked days for that employee will be reported.

 

7.3  Total Hours Report

It is a detailed Total Working Hours Report for employees of selected readers according to First in Last out basis for a specific date range. The first data will be used as the IN time and the last data will be used as the OUT time for calculation.

      

** For IN / OUT readers’ report, IN and OUT records must be matched in pair.

7.4  Total Hours Detail Report

Total Hours Detail Report calculates all the time difference between two consecutive records in a day for employees.

** For IN / OUT readers’ report, IN and OUT records must be matched in pair.


7.5  Who’s IN / OUT Report

Report for finding out WHO is IN the office and WHO is NOT IN (OUT) the office at a specific date.

 

 


8. SPREADSHEET

The attendance records can be processed according to the working hours and output to an EXCEL file to further processing like payroll, appraisal, etc.

 

8.1  First IN / Last OUT Spreadsheet

It extracts the first clocked data (First) and the last clocked data (Last) from selected readers.

 

 

 


8.2  IN / OUT Pairs Spreadsheet

Data are grouped into pairs which must be clock IN and clock OUT data.

 

 

 


8.3  Time Logs Spreadsheet

It sorts out all the data by employees according to the selected readers for the selected date range.

 

        

 

       


8.4  IN OUT Pairs Late & Early Leave Spreadsheet

Powerful spreadsheet report for your factory’s four sessions time attendance needs. It calculates the Late & Early Leave attendance records for at most four sessions in a day and generates the spreadsheet according to the defined Time Attendance Table.

Since it is an independent report, you have to define your work time for different group of workers for report generation.